Magalies Wellness Centre respects your privacy and is committed to protecting your
personal information in accordance with the Protection of Personal Information Act, 4 of
2013 (“POPIA”).

This Privacy Policy explains how we collect, use, store, and protect your personal
information.

1. Responsible Party

Magalies Wellness Centre is the Responsible Party for personal information collected
through this website and during retreat enquiries and bookings.

Information Officer
Dr Martie Underwood
Email: info@magalieswellnesscentre.com
Address: Portion 103, De Rust, Hartbeespoort

2. Categories of Personal Information Collected

We may collect the following categories of personal information:

2.1 Identification Information

  • Full name
  • Contact details (email address, telephone number)
  • Date of birth
  • Emergency contact information

2.2 Booking and Administrative Information

  • Enquiry details
  • Booking records
  • Communication history
  • Payment confirmations

2.3 Health and Special Personal Information

In order to determine suitability for retreat participation, we may collect health-related
information, including:

  • Medical history
  • Medication use
  • Psychological history
  • Substance use history
  • Screening responses relevant to participant safety

Health information is classified as special personal information under POPIA and is
processed with heightened confidentiality.

2.4 Technical Information

When visiting our website:

  • IP address
  • Browser type
  • Device information
  • Cookies and website usage data

3. Purpose of Collection

Your personal information is collected and processed for the following purposes:

  • Responding to enquiries
  • Assessing suitability for retreat participation
  • Participant safety screening
  • Administration and record keeping
  • Communication regarding bookings or services
  • Processing payments
  • Legal, ethical, and safety compliance
  • Internal operational management

We only collect information that is adequate, relevant, and not excessive for these purposes.

4. Legal Basis for Processing

We process personal information based on:

  • Your consent
  • Performance of a service requested by you
  • Legitimate operational interests
  • Compliance with legal obligations
  • Protection of vital interests and participant safety

5. Third-Party Processing

To operate safely and efficiently, certain information is processed by trusted third-party
service providers. These include:

5.1 Screening Platform
SurveyPlanet — used to collect screening and intake information.

5.2 Client Record System
Zanda Health — secure client record and practice management system used for
storage and management of participant files.

5.3 Payment Providers
Secure third-party payment processors and banking institutions used to process
payments.

These providers act as Operators under POPIA and process information only under
instruction and confidentiality obligations. We do not sell personal information to third parties.

6. Data Storage and Security

We implement reasonable technical and organisational safeguards, including:

  • Restricted staff access to participant records
  • Password-protected systems
  • Secure digital storage platforms
  • Confidentiality obligations for team members

Only authorised personnel involved in retreat operations may access participant information.

7. Retention Period

Personal information is retained only for as long as necessary for:

  • Operational and administrative purposes
  • Safety documentation
  • Legal or regulatory requirements
  • Record-keeping obligations

Participant records are generally retained for a minimum period consistent with professional
record-keeping standards, after which they are securely deleted or anonymised.

8. Data Subject Rights

Under POPIA, you have the right to:

  • Request access to your personal information
  • Request correction or updating of information
  • Request deletion where legally permissible
  • Object to processing in certain circumstances
  • Withdraw consent (where processing is consent-based)
  • Lodge a complaint with the Information Regulator

Requests may be submitted to the Information Officer using the contact details above.

9. Complaints Process

If you believe your personal information has been processed unlawfully, you may:
1. Contact our Information Officer first so we can attempt to resolve the matter.
2. Lodge a complaint with the Information Regulator:

Information Regulator (South Africa)
Website: www.justice.gov.za/inforeg
Email: complaints.IR@justice.gov.za

10. Cookies and Website Tracking

Our website uses cookies to:

Improve website functionality
Analyse site usage
Enhance user experience

Cookies do not identify you personally unless you voluntarily provide information through
forms. You may disable cookies through your browser settings.

11. Consent

Where required, we obtain consent before collecting personal information, particularly
health-related information. By submitting forms or booking services, you acknowledge that:

You have read this Privacy Policy.
You understand how your information will be processed.
You consent to the collection and processing of your personal information as
described.

12. Website Consent

I have read and agree to the Privacy Policy and consent to the processing of my personal
information, including health information, in accordance with POPIA.

13. Updates to This Policy

This Privacy Policy may be updated periodically. The latest version will always be available
on our website.